MINUTES OF THE REGULAR MEETING
OF THE
NORTHLAKE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
SEPTEMBER 18, 2014
The regular meeting of September 18, 2014, of the Northlake Public Library District Board of Trustees, was called to order at 6:33 p.m. by President Orlando Rivera. Present were Board members: Gutierrez, Wright, Efta, Salo, Rivera. Absent Board member: Sydor. Also present were Sharon L. Highler, Library Director; Mary Jane Garrett, Head of Technical Services; and John Piemonte of Robert W. Baird & Co.
6:34 p.m., Raleigh Ocampo of Adult Services arrived.
The Board discussed the agenda and proposed the following changes: line items #3 and #12 should be tabled, and move line item #1 to the top of the agenda, followed by #8. An Executive Session (line item #2) will not be needed. The amended agenda was approved on a motion by Salo with a second by Efta.
AYES: All.
John Piemonte of Robert W. Baird & Co. made his presentation about refinancing the library district’s building bonds. His data has been revised to reflect the district’s current “A” rating. He described the twelve-week process to refinance the bonds, and what Baird’s underwriting services to the district would be. He also reported on Baird’s rating agency services, and on Baird’s underwriting and local experience. For refinancing bonds, if there has already been a referendum passed for the original bonds, there does not have to be an additional referendum for refinancing the bonds as long as they are for the same “footprint.” In other words, there does not need to be a referendum for refinancing as long as it does not involve any new money. Is there any way to raise the district’s “A” rating? No, but showing evidence of being proactive economically over time can change the opinion of those who are doing the rating. Highler added that our working on budget cuts also helps to show evidence of being proactive.
The Board voted to approve refinancing the building bonds with Robert W. Baird & Co., on a motion by Efta with a second by Wright. Roll call vote:
AYES: Salo, Gutierrez, Wright, Efta, Rivera.
NAYS: None.
ABSENT: Sydor.
7:18 p.m., Mr. Piemonte was thanked for his presentation and he left.
Raleigh Ocampo, Digital Services Librarian in Adult Services, gave a presentation on new developments at the library. His presentation covered the new print newsletter format, the new “Hot” DVD’s collection, the Cookbook Club, and the redesign of the library logo and library card. Funds from our Eliminate the Digital Divide grant have been used to upgrade laptops to be used in library programs. They will also be available for in-house-only checkout. Funds have also been used to purchase wireless Wi-Fi hotspots for checkout. Ocampo also gave a demonstration of the library’s new website, based on WordPress, with a program registration portion by Event Espresso, which went “live” on September 15.
7:42 p.m., Ocampo was thanked for his presentation and he left.
Minutes of the Board meeting of August 21, 2014, were read and approved by the Board on a motion by Salo with a second by Efta.
AYES: All.
The Board read and accepted the following: the Treasurer’s Report of August 31, 2014; the Bills Payable/Paid Report for September 18, 2014; the Revenue and Expense Report for August 2014; and the Statistical Circulation and Acquisitions Reports for August 2014. Acceptance of the above reports was on a motion by Wright with a second by Efta. Roll call vote:
AYES: Salo, Gutierrez, Wright, Efta, Rivera.
NAYS: None.
ABSENT: Sydor.
Total bills payable: $38,569.77.
Total bills paid: $70,181.46.
The librarians’ reports were read and accepted with the appreciation of the Board. Highler reported to the Board in more detail about items in her report. Because e-materials are not circulated through Millennium/SWAN, but through a separate service, those circulation statistics are not appearing in our monthly reports. Rich Stronczek, Business Office Senior Associate, is going into full retirement, and Allison Parker, Youth Services Librarian/Page Supervisor, is resigning to accept a position at another library. These two changes will take place in October. The affected departments have met and planned how to cover all duties. The previous organizational chart was given to Board members; after hiring is completed, a new chart will be distributed. Both the first Friends meeting and our attendance at the Stone Park Rodeo were a success. The next Friends meeting is September 24. Receiving of materials and using the extra IT hours funded by the Eliminate the Digital Divide grant have been done, and programs have begun.
Highler and the Board discussed the April 2015 election. Packets for the office of Trustee will be available at the Circulation desk, and petitions can be circulated beginning September 23. Trustees received a summary of the packet. Trustees who are running for election need to choose the length of their terms, as we do not want incumbents to run against each other. Gutierrez, Wright and Efta said they would run for the three six-year terms. Two four-year terms and one two-year term remain. The library has received a number of outside calls about the April 2015 Trustee election.
The in-house portion of the financial audit has been completed. Highler has not had feedback from SEDAC about our energy audit; she will contact them. Trustees received a copy of Library Law E-News for September 15. Trustees are now required to have a general e-mail address for the public to communicate with them. This will be on our website. Highler will pass communications on to the Board. Their personal e-mail addresses will not be posted on the website. Highler is still looking for someone to hire for “handyman” duties. Suggestions from the Board are welcome. The library will have an in-person liability insurance audit on September 25. Cross-training among departments is in process.
A major TIF district is being terminated effective December 31. In order to capture increases in tax rates within the former TIF district, we will need to increase our levy, which will require us to publish a black-box announcement of the levy public hearing. Trustees need to be prepared for questions from the public about this. Although the levy is being increased, it will increase tax rates only for new construction and for those who did not pay taxes last year. The public hearing for the levy can be as early as the October regular meeting, if the Board approves the date.
President Rivera reported that his interview with the financial auditor went well.
Highler reminded the Board about the required online training for Trustees about the Open Meetings Act.
Each Board member received a copy of the September 16 issue of Market Commentary, by Ehlers.
The Board accepted the audit of the Secretary’s minutes for the fiscal year 2013-14, on a motion by Salo with a second by Efta.
AYES: All.
Requirements for the FY 2015 Per Capita Grant application were discussed. The requirement that a member of the Board and a member of the staff view the Edge Initiative webinar has been completed. Although it is not required, Highler would like all Board members and at least all department heads to view this webinar. Board members were given the URL for the webinar. Chapter 7 of the Illinois public library standards, “Collection Management and Resource Sharing,” needs to be reviewed by the Board. From an analysis of the library’s budget, it has been found that 8.5% is spent on materials. 12% of the budget is the standard. We will report our percentage in the application, but this does not include the cost of electronic equipment that we circulate. For the interlibrary loan training standard, part of the “Demystifying Circ” training done by Circulation Services for other departments can count. Our mission statement and long-range/strategic plan need to be updated. Other policies mentioned in Core Standard 13 have been updated more recently. This discussion counts as the review of Chapter 7 by the Board. For our next Per Capita Grant, we will use the funds for security and technology.
After discussion, the new Volunteer Policies document was adopted by the Board on a motion by Gutierrez with a second by Salo.
AYES: All.
Each Board member received a copy of “How to Get the Edge on Technology Access,” by Laura Clark and Mary Hirsh, posted January 21, 2014, on www.americanlibrariesmagazine.org.
The Board accepted the Estimate of Revenues for the Fiscal Year Beginning July 1, 2014 and Ending June 30, 2015, on a motion by Salo with a second by Efta. Roll call vote:
AYES: Salo, Gutierrez, Wright, Efta, Rivera.
NAYS: None.
ABSENT: Sydor.
Ordinance #14-559, which provides for the Budget and Appropriations for the fiscal year beginning July 1, 2014 and ending June 30, 2015, was adopted by the Board on a motion by Wright with a second by Efta. Roll call vote:
AYES: Salo, Gutierrez, Wright, Efta, Rivera.
NAYS: None.
ABSENT: Sydor.
The levy public hearing date was set by the Board as October 16, 2014, at 6:00p.m., on a motion by Efta with a second by Wright.
AYES: All.
After discussion, the HVAC system Preventative Maintenance Agreement with NHP Service Company for FY 2014-15 was accepted on a motion by Salo with a second by Efta. Roll call vote:
AYES: Salo, Gutierrez, Wright, Efta, Rivera.
NAYS: None.
ABSENT: Sydor.
Invitations for the Board included the Friends meeting on September 24, the Hispanic Heritage Potluck on September 27, and the Day of the Dead Interactive Altar during October 27 through November 1.
No members of the public were present.
The next regular Board meeting is scheduled for October 16, 2014.
Having moved through the agenda, and with no further business, President Rivera adjourned the meeting at 8:37 p.m..
Barbara Salo, Secretary